Payroll Accountant/Administrator

Mitchell Hamline School of Law is seeking to hire a full-time Payroll Accountant/Administrator. This position will be responsible for the administration, processing, and management of payroll, ensuring that employees are paid correctly and on schedule. The role requires a strong understanding of payroll principles, labor laws, tax regulations, and proficiency with HRIS and payroll software.

Essential Responsibilities:

Payroll Processing

• Manage the end-to-end payroll process, including data entry, payroll calculation, and distribution of payments.
• Responsible for analysis that supports changes to bi-weekly payroll ensuring accurate deductions for taxes, benefits, retirement contributions, garnishments, and other withholdings.
• Review and process payroll-related changes, such as new hires, terminations, raises, and deductions.
• Generate payroll reports and summaries for review by management.

Compliance & Accuracy

• Reconcile and prepare federal and state payroll and unemployment filings in accordance with US laws, tax regulations, and internal School policies.
• Coordinate with the payroll processing vendor to prepare quarterly 941's and state monthly and/or quarterly returns. Prepare journal entries to record payments and adjust accrued tax amounts if applicable.
• Administer year-end processing and reconciliation including the preparation and distribution of W-2's, and electronic posting of W-2's to Employee Self Service (ESS), also electronic filings to IRS and various states.
• Remain current and analyze updates to employment and tax laws that may impact payroll processing.
• Investigate and resolve discrepancies or issues in payroll processing promptly.
• Maintain accurate records in the payroll system.

System Administration

• Serve as system administrator and subject matter expert.
• Manage employee data updates and ensure the integrity of payroll system data.
• Troubleshoot any issues related to the software, working with support.

Payroll Reporting/Posting to General Ledger

• Using payroll software, pull bi-weekly payroll detail records. Prep bi-weekly journal entry to record wages, taxes, and benefits expense reconciling payroll reports to General Ledger entry.
• Manage Finance/Payroll piece of Federal Work Study, working closely with HR, Financial Aid, and outside agencies.
• Assist in the reconciliation of payroll liability accounts, and PTO balances and liability accounts.
• Lead the preparation of work papers for external audits of Title IV funding (Work Study - FISAP), 403(b), financial and workers compensation audits.
• Assist in the preparation of special reports and periodic review of actual vs budgeted payroll expenses as requested.

Benefits Billing and Payment Processing

• Billing Verification: Review and verify monthly or quarterly invoices from benefit vendors to ensure accuracy, ensuring that all charges align with plan offerings, rates, and contract terms.
• Payment Processing: Oversee the timely payment of invoices, ensuring the correct allocation of funds to the appropriate accounts. Work with the accounts payable team to ensure payments are processed and reconciled.
• Reconciliation: Reconcile benefit vendor invoices against internal records and payroll deductions to ensure that all amounts match and discrepancies are resolved promptly.
• Funding Adjustments: Analyze adjustments needed to fund benefit plans, including premium adjustments, claims costs, or changes in employee participation.
• Audit Preparation: Support internal and external audits related to benefits plans by ensuring all vendor contracts, billing statements, and payment records are accurate and accessible for review.
• Data Reconciliation: Regularly reconcile benefit data between the School's systems (e.g., HRIS, payroll, accounting) and vendor records to ensure consistency and accuracy.

General Administration and Support

• Provides support related to the accounts payable function which may include vendor creation, purchasing card support, etc.
• Benefits Deduction: Ensure proper payroll deductions for benefits, including health insurance premiums, retirement contributions (403 (b), flexible spending accounts (FSAs), and Health Savings Accounts (HSAs).
• Ensure all payroll documentation is stored and managed according to School policy and in compliance with legal requirements.
• Assist in preparing documentation for annual salary reviews and bonuses.

Education:

• Associates degree or two-year program
• Preferred
  • CPP - certified Payroll Professional
  • Bachelor's degree

Experience:

• 3 to 5 years general accounting experience, preferably in a non-profit organization and in-house processing of bi-weekly payroll.
• Preferred
  • 1-2 years of experience with UKG, or experience in multiple payroll systems.
  • Multi state payroll tax experience

Skills:

• Familiarity with cloud-based HR and payroll systems.
• Knowledge of Payroll-related Benefits: Understanding of how employee benefits (healthcare, 401(k), PTO) interact with payroll, including proper deductions, employer contributions, and tax implications.
• Knowledge of Tax Laws and Regulations: Federal, State, and Local Tax Compliance: Deep understanding of U.S. federal and state tax regulations, including income tax withholding, FICA (Social Security and Medicare), FUTA, and SUTA.
• Tax Filings and Reporting: Experience preparing and submitting tax filings such as IRS Form 941 (quarterly), 940 (annual), state and local tax filings, and year-end forms (e.g., W-2, W-3).
• Understanding of Withholdings: Proficient in calculating and applying various deductions, including taxes, retirement plan contributions (401(k), pension), insurance premiums, garnishments, and benefits.
• Demonstrated knowledge of accounting procedures and practices.
• Detail oriented, performs duties with accuracy and thoroughness.
• Ability to work with a wide range of sensitive and confidential issues.
• Superior technical aptitude and data entry skills with excellent planning, detail orientation and organization
• Ability to perform analyses and develop and deliver recommendations.
• Effective problem solving and reasoning abilities.
• Strong customer service skills
• Ability to self-schedule workload to meet biweekly processing deadlines.
• Strong technical acumen and computer skills and ability to work integrated software systems and office software including basic MS Word, and intermediate to advanced MS Excel skills.

Salary Range: $64,008 - $89,612

Benefits:

• Health insurance
• Dental insurance
• Life/AD&D insurance (MHSL pays for)
• Optional Life Insurance
• Disability Benefits (MHSL pays for)
• Paid time off (PTO)
• 403(b) Retirement plan (Generous MHSL match)
• Employee Assistance Program (EAP)
• Competitive compensation package
• A respectful workplace

Hybrid/Remote Work Options:

• Hybrid Position (Minneapolis/St. Paul Area): If you are located in the Minneapolis/St. Paul metro area, this is a hybrid role offering the flexibility to work from home 2-3 days a week. The other days, you will work from our St. Paul, MN office, collaborating with your team.
• Fully Remote (U.S. Based): If you are based outside the Minneapolis/St. Paul metro area, we are open to discussing a fully remote option for qualified and experienced candidates. We welcome applicants from anywhere within the United States and are committed to creating an inclusive, supportive, and collaborative virtual work environment.

To apply, please submit a cover letter and resume. Review of applications will begin immediately and will continue until the position is filled or otherwise closed at the College's discretion.

Mitchell Hamline School of Law is an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based on actual or perceived race, color, creed, religion, national origin, sex/gender, gender identity, gender expression, marital status, familial (or parental) status, disability, status with regard to public assistance, sexual orientation, age, family care leave status, or veteran status, or any other protected class defined by law.

Notice of Nondiscrimination re: Title IX Sex Discrimination

Mitchell Hamline School of Law prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions about sex discrimination or harassment to the Title IX Coordinator. The notice of nondiscrimination and information about reporting concerns is located on our website (https://mitchellhamline.edu/students/title-ix/).